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University Room Register
Annual survey
We undertake an annual audit of space allocation across the University (University Room Register) which is used to update the Archibus space database. The audit is carried out in early April principally so that accurate, validated data can be provided to the Financial Planning and Analysis Office in good time to inform the departmental budget setting process.
All academic schools, professional service departments and other users of space within the University are asked to check, update and return the room register which forms a full record of their space. Spreadsheets issued for departmental review need to be returned to Karen Weatherley by mid-April with any amendments clearly identified. The survey does not replace regular reporting by departments of changes of use, vacant spaces etc. Indeed throughout the year all changes should be notified to the Estates Department using the space usage change form.
It is also important to understand that the data itself is used for several purposes:
Estates planning
(General space information - occupancy, staff FTE values, room usage etc.). We use this information for assessing existing space allocations as well as for space planning purposes.
Resource Allocation Model (RAM) & space charges
One of the objectives of the RAM is to delegate resources to departments. The space costs in the RAM reflect the area allocated to each department as confirmed through the annual University Room Register survey
Transparent Approach to Costing (TRAC)
The TRAC costing model is used as the base which generates overhead rates for research applications. Data collected for the University Room Register survey provides the means of apportioning estates costs to departments and between Teaching and Research and is fundamental in calculating the Estates Overhead Rates. Whilst the Time Allocations Survey represents a key composite part of the model, the University Room Register survey has equal importance.
The TRAC Steering Group urges that the University Room Register survey is completed in full, specifically the split between Teaching, Research and Other usage, which should be considered on a room by room basis. Apportionment should be based on a fair estimation of the use.
Estates Management Record (EMR)
We are required to return EMR data to HESA (Higher Education Statistics Agency) on, amongst other things, the physical estate and how it is used. Data collected for EMR gives us an opportunity to identify how the University operates in comparison with other HEIs, and helps to inform some of the planning assumptions made at Kent.